ANNUAL GENERAL MEETING WEDNESDAY 12[TH] OCTOBER 2022 MASONIC HALL at 2.15 pm
This pack contains Agenda The Minutes of the AGM 2021 Chairman’s Report for 2021-2022 Treasurer’s Report for 2021- 2022 Nomination Form
Please note that our constitution facilitates members who cannot attend in person, to register their approval, rejection or abstension by writing to or emailing to the Business Secretary – E: rogerbrimble@btinternet.com P: 25 Farm Fields, Sanderstead, Croydon, CR2 0HQ
36[TH] ANNUAL GENERAL MEETING
to be held at 2.15pm on Wednesday 12[th] October 2022
at the Masonic Hall, Oakfield Road, CR0 2UX
The meeting will be held in the presence of
The Executive Mayor of Croydon, Jason Perry
who in May 2022 became the first directly elected Mayor,
responsible for setting the priorities and policies for Croydon.
AGENDA
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Welcome and opening remarks from the Chairman, Jenny Wilson
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The Business Secretary will explain the voting process
3. The Annual General Meeting
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3.1 To approve the Minutes of the 2021 AGM
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3.2 To receive and approve the Chairman’s Report for the year 2021-2022
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3.3 To receive and approve the Financial Report and Accounts for the period from 1[st] August 2021to 31[st] July 2022
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3.4 Election of Committee Member(s)
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3.5 Any other business
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3.6 Close of AGM
This will be followed by the raffle
Executive Mayor Jason Perry will address members and take questions.
The Business Secretary, Croydon U3A 25 Farm Fields Croydon, CR2 0HQ
Croydon u3a Nomination Form for Election to Management Committee (Use capital letters please)
Name: Dr/Mr/Mrs/Miss/Ms………………………………............... Membership No……… Address………………………………..................................................................................
………………………………........................................... Post Code………...................
Phone No/s………………………………............ E-mail………………………………..........
*Date of Birth …………………… Signed………………………………......................
We nominate the above-named member who has agreed to stand for election to the Croydon U3A Management Committee in the capacity of (please tick as appropriate):
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Chairperson Committee Member
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Vice-Chairperson
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Business Secretary
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Treasurer
at the Annual General Meeting to be held on 12[th] October, 2022
Proposed by: Name (print )…………………………….....................Membership No……………
Signed…………………………..
Seconded by: Name (print )……………………………....................Membership No…………….
Signed……………………………..
Nomination forms should be sent to the Secretary at the above address to be received no later than 28[th] September 2022.
- Please note that the date of birth is required by the Charity Commission.
Croydon u3a Registered Charity No. 1029466
TREASURER’S REPORT 2021/22
As you are all aware, this is a very difficult economic climate for any organisation to operate in. Our end of year balance is very healthy (although slightly lower than last year’s) but predicting the next twelve months with the probability of extremely high inflation and relatively low interest rates on our accounts is very difficult. Added to this, Covid has affected our membership numbers although, thankfully, these are now close to pre-pandemic levels. We are already receiving notice of major price rises in some of the services we use for next year and this is one of the reasons we reluctantly agreed to raise the membership fee by near to the current level of inflation. However, the membership fee is still extraordinary value for money.
Finally, I would like to make my annual reminder that Group leaders should only keep a small amount of petty cash (a maximum of £50 is recommended) and any other money should be used for the immediate benefit of members or held in the central Croydon u3a account. I would also like to urge all of you who are taxpayers to fill in a Gift Aid form if you have not already done so and send it to David Apps, the Membership Secretary.
I would like to thank Peter Cload, our financial examiner, for the work he has done on the accounts. I would also like to thank the group leaders who hire venues and who work with me so co-operatively and cheerfully. I wish you all a happy and healthy year with the Croydon u3a.
Paul Smith
University of the Third Age Croydon U3A
Statement of Financial Activities For the year ended 31 July 2022
Contents
Page 1 Independent Examiner’s Report
Page 2 Income and Expenditure Report
Page 3 Balance Sheet
Page 4 Notes to the Financial Statement
University of the Third Age (Croydon U3A)
Page 1
Statement of Financial Activities
Independent Examiner’s Report to the Management Committee
This report on the financial statements of the University of the Third Age, Croydon Branch, is for the year ended 31[st] July 2022, which are set out on pages 2 to 4.
Respective responsibilities of trustees and examiner.
As the members of the management committee, you are responsible for the preparation of the financial statements. You consider that an audit is not required for this year under section 144 of the Charities Act 2011 (The Charities Act) and that an independent examination is needed. It is my responsibility to:
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Examine the accounts under section 145 of the Charities Act
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To follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and
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To state whether particular matters have come to my attention.
Basis of this report
My examination was carried out in accordance with the general directions given by the Charity Commission. That examination includes a review of the accounting records kept by the charity and a comparison of the accounts with those records. It also includes considering any unusual items or disclosures in the financial statements and seeking explanation from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.
Independent examiner’s statement
In connection with my examination no matter has come to my attention:
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(1) Which gives me reasonable cause to believe that, in any material respect, the requirements
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to keep accounting records in accordance with section 130 of the Charities Act;
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to prepare financial statements, which accord with the accounting records and to comply with the requirements of the Act have not been met; or
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(2) To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
11/09/2022
Signed
Page 2
Croydon U3A 01/08/2021 to 31/07/2022
Income and Expenditure
| INCOME | 2021/22 | 2020/21 | ||
|---|---|---|---|---|
| Member's subscriptions | £ | 14,639 |
£ | 12,082 |
| Gift Aid Reclaims | £ | 2,382 |
£ | 1,919 |
| Fundraising-raffle | £ | 326 |
£ | - |
| Tree Fund | £ | 780 |
£ | - |
| Memory Course | £ | - |
£ | - |
| Summer Workshop | £ | 391 |
£ | - |
| Donations | £ | 23 |
£ | - |
| Group Venue Hire | £ | 9,832 |
£ | 2,611 |
| Refunds | £ | - |
£ | - |
| Bank Interest | £ | 14 |
£ | 24 |
| Xmas party | £ | - |
£ | 75 |
| Travel Team | £ | 4,856 |
£ | 2,675 |
| Marketing | £ | 17 |
||
| TOTAL | £ | 33,260 |
£ | 19,386 |
| EXPENDITURE | ||||
| Hire of Rooms-U3a events and General meeting | £ | 1,399 |
£ | 204 |
| General meetings. Speakers-refreshments | £ | 2,789 |
£ | 1,075 |
| Group Resources Subsidy Claims | £ | 195 |
£ | - |
| Equipment and resources | £ | 1,149 |
£ | - |
| Storage Rental | £ | - |
£ | - |
| Insurance-licences-affiliations-third age matters | £ | 5,363 |
£ | 4,651 |
| Magazine and Bulletin | £ | 4,293 |
£ | 5,152 |
| Examiner fees | £ | 300 |
£ | 300 |
| Group Leaders lunch | £ | 640 |
£ | - |
| Postage-Stationery | £ | 589 |
£ | 315 |
| Study Morning | £ | - |
£ | - |
| Memory Course | £ | - |
£ | - |
| Group Venue Hire | £ | 11,202 |
£ | 1,223 |
| Summer workshops | £ | 579 |
£ | - |
| Committee and volunteer expenses | £ | 544 |
£ | 365 |
| Trees | £ | 780 |
£ | - |
| Refunds/bank charges | £ | - |
£ | - |
| Xmas party | £ | 220 |
£ | 150 |
| Marketing | £ | 1,055 |
£ | 95 |
| Travel Team | £ | 3,071 |
£ | - |
| 34th Anniversary | £ | - |
£ | 78 |
| TOTAL | £ | 34,170 |
£ | 13,608 |
| surplus (deficit) | -£ | 910 |
£ | 5,778 |
Page 3
Croydon U3A 01/08/2021 to 31/07/2022 Balance Sheet
| Current Assets Debtors Deposit at Virgin Money Metro Current Account Metro Savings Account Total Current Assets Current Liabilities Prepaid Fees Creditors Accruals Total Current Liabilities Net Assets Financed By General Fund Balance From Previous Year 2019/20 adjustment Surplus (Deficit) Balance at Year End |
2021/22 notes 2020/21 142 £ 1 304 £ 9,974 £ 9,962 £ 3,899 £ 4,680 £ 7,431 £ 6,722 £ |
|---|---|
| 21,446 £ 21,669 £ 954 £ 886 £ 388 £ 2 308 £ 539 £ 3 |
|
| 1,881 £ 1,194 £ |
|
| 19,565 £ 20,475 £ 20,475 £ 17,531 £ - £ 2,835 -£ 910 -£ 5,778 £ |
|
| 19,565 £ 4 20,475 £ |
notes
| 1 debtors venue hire summer activities venue hire 2 creditors from 2019/20 summer activities fees paid 3 accruals print bulletins 4 funds at year end general fund Travel Team Designated Fund Venue Hire Designated Fund |
2021/22 2020/21 304.03 £ 142.00 £ |
|---|---|
| 142.00 £ 304.03 £ 2021/22 2020/21 307.94 £ 388.00 £ |
|
| 388.00 £ 307.94 £ 2021/22 2020/21 539.20 £ |
|
| 539.20 £ - £ 2021/22 2020/21 14,879.29 £ 16,203.64 £ 4,359.67 £ 2,574.97 £ 325.91 £ 1,695.97 £ |
|
| 19,564.87 £ 20,474.58 £ |
University of the Third Age (Croydon U3A)
Page 4
Notes to the Financial Statements
For the Year Ended 31[st] July 2022
Accounting Policies
The financial statements have been prepared in accordance with the Charities Act 1993, together with applicable accounting standards.
The financial statements have been prepared under the historical cost convention. The financial statement includes all transactions, assets and liabilities for which the Committee is responsible in law.
Funds
Unrestricted funds are general funds which can be used for the Committee’s ordinary purposes.
Designated funds are funds set aside by the committee for a particular project. Funds so designated may be predesignated by the committee and so designation does not prevent funds being spent on any other purpose.
Restricted funds represent donations, fundraising and grants received for a specific object or invited by the committee for a specific object. The funds may only be expended on the specific object for which they were given. Any balance remaining unspent at the end of each year must be carried forward as a balance on that fund.
Incoming Resources – Receipts
Membership fees and venue fees are recognised in the year they are due. Tax refunds are recognised when they are received. Grants and legacies are accounted for when the committee is legally entitled to the amounts due. All other income is recognised when it is receivable. All income resources are accounted for gross.
Resources Expended – Payments
All expenditure is generally recognised when it is incurred and is accounted for gross.
Fixed Assets
Fixed assets are written off in the year in which they are acquired.
CROYDON u3a
Chairman’s Annual Report 2021-2022
After a challenging 2 years, we are not ‘just back to normal’ we are :
Back To Normal Plus .
We have bucked the trend here virtually retaining our pre-pandemic membership level and now growing it. (nationally the u3a membership has dropped by 62,000)
We continue to use Zoom in circumstances where it is more appropriate and the different styles of presentations has massively up-skilled many of us.
We have more new groups being launched and plenty of ideas and suggestions too. I am especially delighted with the way new members are eased into our organisation with our increased contact and New Member coffee mornings.
Supporting Group Leaders, the more vulnerable amongst us, encouraging new friendships and interests among members– these are the things we do well.
In April we had a number of successful 35[th] CROYDON ANNIVERSARY events, the Zoom party being a great hit. The Desert Island Discs theme
worked really well and we were treated to a very special video message from top chef Ainsley Harriott.
Our publicity team has done us proud, spreading the word in different ways throughout the borough, in print, online and with social media.
The bespoke Anniversary bookmarks (the design copied by a number of other u3as) have been a very popular give-away at the promotional stalls at the Croydon Clocktower café, The Wilderness Garden, and the Open Day at Shirley Methodist Church and with many members.
National Office contacted us about taking part in a promotional initiative with Spec Savers to widen public awareness. Jacqueline and I were both recruited to star in videos
demonstrating our skills in the kitchen. These are on the Spec Savers website, u3a National website, London Region’s, our own website and on You Tube! We are doing our bit to help the national recruitment and awareness drive.
The Travel Team has had significant challenges but are now planning more outings for 2023 following the Windsor Trip this year.
Many Interest Groups have been able to get out and about in smaller groups for visits and lunches.
The UK u3a movement celebrates its 40[th] anniversary this year and a group of our members will be taking part in London Region’s walk of the Capital Ring.
This year’s Summer Activities Programme offered 19 separate events, giving members a chance to try something different and meet members other than those in their regular groups. One member told me that she had met many members she had never seen before and it was a real bonus.
I have not yet received information about the tree purchase initiative we supported for the Brecon Beacons but when information is forthcoming I will share it with you.
In the meantime, to progress our ‘green agenda’ we have strong links with the Croydon Climate Action Group, Croydon Friends of the Earth and others.
We have been taking an active interest in Croydon’s recycling work and doing what we can to promote interest in and knowledge about sustainable lifestyles.
The environment section on our website is packed with information which is regularly updated. Please have a look at it.
So what’s ahead?
More of the same –
Promoting and publicising;
Recruiting and retaining members;
Organising worthwhile and cost effective talks and events;
Helping to start new groups while supporting our well-established ones;
AND being proud of Croydon u3a.
One challenge on the Development Plan for 2022-23 will be to move to a new web platform and another will be concerned with expanding our new data base - Beacon.
Croydon u3a works because we are a team of committed volunteers who freely give vast amounts of time (& often money): members of the Commmittee, those who carry out invaluable work off-committee, the Group Leaders and those who help them.I wholeheartedly thank them all.
Always remember we are ambassadors charged with telling people who are no longer working full time how they can enhance their lives by taking part in our social learning groups and events.
So please, support Croydon u3a in any way you can, spread the word to others and Learn, Laugh and Live.
Ever Yours, Jenny Wilson
P.S. If you haven’t yet renewed your membership subscription PLEASE complete this process urgently.
Minutes of the 35[th] ANNUAL GENERAL MEETING
Held at 2.15pm on Wednesday 13[th] October 2021
Elected Committee members present: Jenny Wilson, Paul Smith, Roger Brimble, Joy Ellery, David Apps, Carol Milgate (retiring), Margaret Green, Cliff Brett, Jaqueline Harriott and Linda Grigsby
Apologies for Absence: Lesley Wood
1. Welcome and Opening Remarks by the Chair
- a. Jenny Wilson opened the meeting by welcoming all members and the guest of honour, The Worshipful, The Mayor of Croydon, Councillor Sherwan Choudhury. Jenny Wilson introduced the Mayor stating that the meeting looked forward to hearing about his origins in Bangladesh, and his life as a long-time resident of Thornton Heath. Jenny Wilson informed the meeting that the Mayor had been a councillor since 2006 serving the Broad Green ward and had served as a school governor for 14 years.
2. Address by The Worshipful, The Mayor of Croydon, Councillor Sherwan Choudhury
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a. Cllr Choudhury thanked everyone for the warm welcome and stated that he could see that the u3a organisation was flourishing in Croydon.
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b. Cllr Choudhury gave a brief description of his life and his Council work on social housing especially in relation to homeless people. He considered that many people have a misconception about the homeless and their needs.
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c. In relation to the homeless Cllr Choudhury informed the meeting that Crisis was one of his chosen charities for the year. Another charity relates to Cancer Research as he had lost three siblings to the disease, and he was sure people at the meeting would also know someone who had been affected. His third charity related to supporting a hospital back in Bangladesh.
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d. Cllr Choudhury praised Croydon u3a on its pioneering ideas and leadership on environmental improvements. He suggested the need to use buses rather than cars.
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e. Jenny Wilson thanked Cllr Choudhury for his address. She suggested that members send her an email if they wished to support all or individual organisations of the Mayors charities.
3. Explanation of the Voting Process by the Business Secretary
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a. Jenny Wilson handed over to Roger Brimble – Business Secretary
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b. Roger Brimble reminded the meeting that the Constitution had been amended in September 2020. The make-up of the Committee remains the same with a maximum of 12 places and the members are elected for a three-year term of office.
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c. Roger Brimble explained that those present who are fully paid up members of Croydon u3a would have 4 votes at this AGM. These related to the Acceptance of the Minutes of the Last AGM, Acceptance of the Chair’s Report, Acceptance of the Treasurers Financial Report and Accounts, and the one nomination to join the Committee.
4. ANNUAL GENERAL MEETING
Roger Brimble stated the meeting was quorate.
a. Minutes of the 34th Annual General Meeting
The Minutes of the 34th AGM were Proposed for Acceptance by Clifford Brett and Seconded by Jacqueline Harriott. A majority voted acceptance of the Minutes as a true and accurate record of the meeting. There was one abstention.
There were no matters arising.
Thanks came from the floor for all of Jenny’s hard work as Chair. Brian Derham thanked all the Committee for their hard work.
b. Chair’s Report for the Year 2020-2021
The Chair’s Report had been circulated earlier with the AGM papers, but the Chair also read out the report to the meeting.
The report was proposed for acceptance by Carol Milgate and Seconded by David Apps. The report was accepted.
c. Treasurer’s Financial Report and Accounts for the Year 2020-2021
The Treasurer presented his Report for the year to 31 July 2021 and commented that the accounts were in good order following the issues with Covid restricting groups meeting face to face. Bulletin costs were higher in the year due to more issues being published but elsewhere some costs had been lower, such as stationery.
Acceptance of the Financial Report was Proposed by Sally Bitten and Seconded by Margaret Chan and was accepted unanimously by the meeting.
d. Election of Principal Officers
Roger Brimble explained that the previous approval of the amended Constitution meant that all those nominated as Officers and Committee Members had been elected for a three-year period at the previous AGM. Therefore, it was not required for the existing members of the Committee to be elected as this will be year two of their term of office.
Officers continuing in their Committee positions
| Officers continuingin | their Committeepositi |
|---|---|
| NAME | POSITION |
| Jenny Wilson | Chair |
| Joy Ellery | Vice Chair |
| Paul Smith | Treasurer |
| Roger Brimble | Business Secretary |
e. Election of Management Committee Members
Committee Members continuing in their roles:
| NAME | POSITION |
|---|---|
| David Apps | Committee Member |
| Cliff Brett | Committee Member |
| Margaret Chan | Committee Member |
| Margaret Green | Committee Member |
| Linda Grigsby | Committee Member |
| Jaqueline Harriott | Committee Member |
Roger Brimble announced there was one nomination to join the Committee
PROPOSED: Averil Coutinho Proposed by: Brenda Kidd Seconded by: Barnaby Powell Averil was elected to the Committee to serve for a 3 year period.
Thanks were expressed to Carol Milgate who was retiring from the Committee. She was presented with a bouquet and a voucher. Maggie Chan will now take over the duties of the Interest Groups Co-ordinator.
f. Any Other Business
Thanks were given to Gordon Thynne who had retired from being editor of the Croydon u3a Magazine. Thanks were also given to Bob Garner for taking on the role of editor and producing a new look magazine. Bob said that the magazine was only as good as the contributions from members.
Jenny Wilson announced that Maggie Chan, a Croydon u3a member, had won the National short story competition and the piece was in the Magazine.
g. Close of Annual General Meeting
The Chair thanked Roger Brimble for his running of the Annual General Meeting, and to the Members attending this Annual General Meeting. The AGM closed at 3.03pm